Handling personal and sensitive data policy

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1. Introduction
This policy outlines the General Data Protection Regulation (GDPR) compliance requirements for volunteers who handle personal and sensitive data using JotForm. It ensures that all data processing activities are lawful, transparent, and secure.
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2. Purpose and Scope* This field is required.This policy applies to all volunteers and staff who collect, process, or store personal data on behalf of South London Scouts. It covers data related to individuals such as contact details, health information, and any other personally identifiable information (PII).
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3. Legal Basis for Data ProcessingUnder GDPR, data must be processed based on a legal justification. Volunteers must ensure that personal data is collected only when one or more of the following legal bases apply: - Explicit consent from the data subject. - Compliance with a legal obligation. - Performance of a contract. - Protection of vital interests. - Legitimate interest that does not override individual rights.
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4. Data Collection and Processing: - Volunteers must collect only the minimum necessary data for the intended purpose. - Personal and sensitive data must be processed fairly and lawfully. - Consent must be obtained where required and stored securely.
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5. Data Security Measures: - Any personal data downloaded from JotForm must be protected using appropriate security measures, including strong passwords on the excel or CSV file or any file that the data is transferred to. - Access to collected data should be limited to authorised volunteers only. Any volunteers in your team that will be handling data must complete this form and The Scouts Data Protection learning first. - Data must be encrypted both in transit and at rest. - Any printed documents containing personal data must be securely stored and disposed of properly immediately after its intended use.
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6. Data Subject RightsVolunteers must respect and uphold the rights of individuals under GDPR, including: - The right to access their personal data - The right to rectify inaccuracies in their data. - The right to request deletion (the right to be forgotten). - The right to restrict or object to processing. - The right to data portability. Requests regarding data rights should be handled promptly and forwarded to the County Board of Trustee, at trustees@southlondonscouts.org.ukwith three days of being received.
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7. Data Retention and Deletion- Data should be retained only for as long as necessary to fulfil its purpose. - Personal data must be securely deleted when no longer needed. - JotForm’s data retention settings should be configured to automatically delete data after a specified period where applicable.
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8. Data Breach ResponseIn the event of a data breach: The breach must be reported immediately to the the Board of Trustees at trustees@southlondonscouts.org.uk. Proper records of the breach must be maintained, and the corrective measures, as provided by the board of trustees, implemented.
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9. Volunteer Responsibilities- Volunteers must complete The scouts GDPR (Data Protection in The Scouts) growing roots learning before handling personal data. - They must adhere strictly to this policy and report any concerns regarding data protection. - Misuse of personal data may result in removal from volunteer responsibilities.
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For any questions regarding GDPR compliance or data protection concerns, contact office@southlondonscouts.org.uk.
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By submitting this form and handling personal and sensitive data on behalf of South London Scouts via JotForm, you agree to comply with this GDPR policy.
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